Job description for Marketing Officer at PT Galih Estetika Indonesia
Job Description: Marketing Staff (Operational Focus)
Position Overview
The Marketing Staff is an operational role working directly under Management, responsible for executing day-to-day marketing, sales administration, and buyer communication activities. The role focuses on timely execution, accurate documentation, routine follow-ups, and coordination between buyers and internal departments for both export and local markets.
Core Responsibilities (Operational)
1. Export & Local Buyer Administration
• Prepare, issue, and email pro forma invoices (PI) to buyers prior to shipment based on confirmed orders.
• Follow up with buyers to ensure PI acknowledgment and confirmation.
• Email complete shipping documents to export buyers after product stuffing date.
• Ensure shipping documents are accurate, complete, and sent according to buyer requirements.
• Maintain orderly digital and physical filing of all buyer-related documents.
• Ensure quality check are submitted prior to pro forma invoice release and shipment.
2. Daily Buyer Communication & Internal Coordination
• Receive, read, and respond to buyer emails on a daily basis.
• Acknowledge all buyer emails within the same working day whenever possible.
• Forward buyer requests, inquiries, or instructions to the relevant internal departments (Production, QC, Logistics, Finance).
• Follow up internally to ensure responses or actions are completed.
• Relay clear and accurate information back to buyers.
3. Complaint & Claim Handling (First Response)
• Act as the first point of contact when buyers report complaints or claims.
• Acknowledge receipt of complaints promptly and professionally.
• Collect initial details, photos, documents, and timelines from buyers.
• Coordinate with internal departments to gather explanations and supporting data.
• Maintain a complaint log and track status until closure.
4. Shipping, Order & PO Tracking
• Receive and maintain buyer Purchase Orders (PO) in an organized filing system.
• Review PO details for basic accuracy (product, quantity, delivery timeline) and flag discrepancies to management.
• Communicate confirmed POs to the factory team (Production Planning, QC, Logistics).
• Maintain a PO tracking list and monitor progress against production and shipment timelines.
• Coordinate with the factory team to ensure production schedules align with buyer POs.
• Escalate potential delays, capacity issues, or misalignment to management in a timely manner.
• Maintain and update the shipping schedule document on a regular basis.
• Track order status from production planning to shipment completion.
• Inform buyers of shipment updates, delays, or changes as instructed by management.
5. Local Buyer Relationship Management
• Maintain routine communication with local buyers regarding orders, delivery schedules, and basic inquiries.
• Conduct routine visits to local buyers as scheduled by management.
• Record visit outcomes, buyer feedback, and follow-up actions.
• Support relationship-building activities to ensure continuity of orders.
6. Buyer Visits, Inspections & Audits (Factory-Based Support)
• Be present at the factory prior to and throughout any buyer visits, inspections, or audits.
• Coordinate visit schedules with management and relevant internal departments.
• Prepare basic visit arrangements, agendas, and required documents in advance.
• Act as the primary liaison between buyers and internal teams during factory visits.
• Record discussion points, buyer requests, and follow-up actions after each visit.
7. New Buyer Prospecting & Follow-Up
• Generate and maintain a list of potential new buyers for both local and export markets.
• Conduct initial outreach to potential buyers via email, phone, or online meetings.
• Follow up with prospects to request product requirements, specifications, and trial orders.
• Maintain a prospect tracking list and update status regularly.
7. Sales Forecast Collection & Maintenance
• Request yearly and/or semi-annual order forecasts from existing buyers.
• Follow up with buyers to ensure timely submission of forecasts.
• Compile, update, and maintain forecast data in a structured format.
• Share updated forecasts with management and relevant internal departments.
8. New Product Development Follow-Up
• Follow up with buyers regarding feedback on new or existing product developments.
• Coordinate sample requests, trial feedback, and basic specifications with internal teams.
• Track buyer responses and report progress to management.
9. Market Monitoring & Trend Observation
• Monitor basic market trends related to sweet potato products in local and export markets.
• Collect information on competitor products, pricing indications, and packaging formats when available.
• Summarize observations and report them to management periodically.
10. Reporting, Scheduling & Routine Documentation
• Maintain and update the company activity calendar, including buyer visits, audits, shipments, meetings, and key marketing activities.
• Ensure relevant departments are informed of upcoming activities in advance.
• Prepare a monthly marketing activity report covering:
o Buyer communications and follow-ups
o Shipment and order highlights
o Complaints and claims status
o Prospecting and market observations
• Prepare a monthly marketing activity report covering:
o Buyer communications and follow-ups
o Shipment and order highlights
o Complaints and claims status
o Prospecting and market observations
• Update internal marketing and buyer tracking documents regularly.
11. Additional Operational Support
• Assist in preparing simple buyer presentation or product introduction materials.
• Support pricing review preparation by compiling historical order and volume data.
• Maintain and update a basic customer contact and order history database.
• Assist during buyer factory visits, audits, or online meetings.
• Coordinate daily tasks to ensure marketing commitments align with production, quality, and logistics capacity.
Reporting Line
• Reports directly to Management.
